Executive Assistant & Information Management Officer

About The ICRC

Since 1863, the International Committee of the Red Cross (ICRC) has worked to relieve suffering and preserve human dignity during war and armed violence. Alongside our Red Cross and Red Crescent partners, we deliver life-saving aid across front lines and strive to reconnect families and locate missing people. Engaging with authorities and armed forces on all sides, often confidentially, we advocate for humane treatment of detainees and urge compliance with international humanitarian law to protect civilians from harm, including online.

The Executive Assistant and Information Management Officer contributes to the effective management of the Office of the Director-General (ODG) and provides comprehensive administrative support. Responsible for information management, the post-holder regularly reviews operating practices and proposes and implements improvements where necessary, in relation to information flows and new developments in the Information Management landscape.

This is a highly organized role requiring the ability to manage competing priorities, work effectively under pressure, and deliver within short deadlines. The post-holder produces concise and clear minutes of meetings and summary documents, anticipates the needs of the team and the priorities of the Director-General's office, and liaises effectively with internal stakeholders. Strong communication skills, flexibility, adaptability and discretion in handling confidential information are essential.

As technology evolves constantly, the post-holder must be comfortable adapting to new tools, processes and approaches.

The Executive Assistant reports to the Head of Strategy & Governance Relations and works closely with the ODG support team based at Headquarters (HQ) and in the Belgrade Shared Services Center (BSSC).

• The Head of Strategy & Governance Relations

Organizational Support to the Directorate and the Platform for Organization and Management (POM)

• Plan and coordinate Directorate and POM meetings, including tracking agenda items, overseeing the preparation and circulation of relevant documents, ensuring compliance with template and layout requirements, proposing agendas and timelines, managing logistical arrangements, and communicating with participants.
• Provide administrative, logistical, and technical support during Directorate and POM meetings.
• Follow up on Directorate and POM meetings by drafting and circulating minutes (for POM meetings and Directorate meetings when requested), informing departments of requirements regarding revised background documents, consolidating follow-up actions, and updating the planning calendar.
• Liaise with the Governance Secretariat on matters to be addressed by the Assembly/Assembly Council, and Internal Audit; ensure timely submission of documents and appropriate follow-up with departments and SECR.
• Manage Directorate and Governance submissions (CA/A/Com Audit) to ensure smooth execution.
• Develop and maintain a standard briefing file on Directorate and POM activities, and ensure Intranet content related to both bodies remains accurate and up to date.
• Provide tailored information to Departments on the functioning of the Directorate and POM as needed.
• Create and maintain the annual planning calendar for Directorate and POM sessions, with quarterly reviews to anticipate and incorporate updated information.
• Provide semester reviews on session follow-ups, pending items, and the overall functioning of the Directorate.

Administrative Support to the Head of Institutional Readiness, Crisis Response and Learning (HoIRCL)

• Coordination of the HoIRCL's agenda and meetings, including travel arrangements as needed.
• Support in organizing team meetings and workshops, as well as information management on behalf of the HoIRCL.
• Ensure the timely flow of information to the HoIRCL regarding her various activities.
• Support the coordination of the internal audit process on behalf of the Administration, including setting timelines, organizing meetings, and drafting email responses and executive summaries as required.

• Manage…